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Home My WebLink About10E / 10F - Equipment Purchases CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 17, 2003 AGENDA # 10E PREPARED BY: CRAIG ELDRED, STREETS AND UTILITIES SUPERVISOR REVIEWED BY: BUD OSMUNDSON, PUBLIC WORKS DIRECTOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF ONE CRACK/JOINT SEALING UNIT AND PAVEMENT CRACK ROUTER EQUIPMENT THROUGH THE MINNESOTA STATE COOPERATIVE PURCHASING PROGRAM. DISCUSSION: History The City staff in accordance with Council direction has sought out opportunities to partner with other entities to improve the services we deliver and save the taxpayer money. This agenda item proposes thc purchase of a crack/joint sealing unit and a pavement crack router by the city. The Shakopee Mdewakanton Sioux Community (SMSC) will purchase a pothole patch trailer and bituminous roller. The four pieces of equipment are to be shared by the two entities to improve the quality and quantity of crack sealing, patching and seal coating the City and SMSC can accomplish to preserve the investment we have made in city streets. Current Circumstances To maximize the useful lifespan to city roads, each year the staff conducts crack routing, sealing and bituminous replacement prior to seal coating city streets. These steps protect the road from the freeze-thaw cycle and in doing so extend the road's useful life. To date, we have hired a contractor to perform this work. For a limited amount of street work this process has been satisfactory. However, the City now has over 80 miles of roadway and contracting for such work significantly undermines the amount and quality of such work that can be completed. This year's equipment matrix includes a $35,646 allocation for an asphalt patch unit and $31,827 for crack sealing equipment (crack router and crack sealing unit). Given their expected cost, neither piece of equipment requires bidding under state statute, but since the State of Minnesota Cooperative Purchasing program has prepared specifications, solicited bids and awarded contracts, this is an excellent means of assuring compliance with our purchasing policy and state law while minimizing city costs. The low bids solicited under the State Cooperative Purchasing Program are shown as follows: Prior Lake, Minnlesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER Pavement Crack Router Vendor Cimline, Inc. Plymouth, MN Manufacturer Cimline Model PCR-25 Engine Kohler 25 hp Base Price $6,600.00 Options $ 412.20 Subtotal $7,012.20 Tax $ 455.79 Total $7,467.99 Crack/Joint Sealing Unit Vendor Cimline, Inc. Plymouth, MN Manufacturer Cimline Model MAGMA 110 Engine Isuzu Diesel Burner Diesel Base Price $24,000.00 Options $ 905.00 Subtotal $24,905.00 Tax $ 1,618.83 Total $26,523.83 Total Cost: $33,991.82 By the same token, the SMSC will purchase a pothole patch trailer for $18,235 and a bituminous roller for $11,347, for a total cost of $29,582. Each city will store and maintain its own equipment. A schedule will be developed so that each entity has ready access to all four pieces of equipment to facilitate effective crack routing, sealing and bituminous patch work. By having both entities purchase the equipment the City saves almost $35,000 budgeted for the asphalt patch machine. This is an experiment which could lead to greater equipment sharing and cost savings. FISCAL IMPACT The City will expend $33,991.02 from the revolving equipment fund rather than $67,473 which was budgeted. ALTERNATIVES: The alternatives are as follows: 1. Approve the resolution authorizing the purchase of one Pavement Crack Router from Cimline, Inc, and the purchase of one Crack/Joint Sealing Unit from Cimline, Inc., through the Minnesota State Cooperative Purchasing Program. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason. RECOMMENDED Staff recommends alternative nur/~er one. crack joint sealing pavement crack router ~2~ RESOLUTION 03-xx RESOLUTION APPROVING THE PURCHASE OF ONE CRACK/JOINT SEALING UNIT AND ONE PAVEMENT CRACK ROUTER MOTION BY: SECOND BY: WHEREAS, The 2003 Equipment Replacement Fund and Matrix identifies the purchase of one Crack/Joint Sealing Unit and one Pavement Crack Router; and WHEREAS, The Crack/Joint Sealing Unit and the Pavement Crack Router will be purchased through the State of Minnesota Cooperative Purchase Agreement which has prepared specifications and awarded bids to the lowest responsible bidder, Cimline, Inc. as follows: Pavement Crack Router Vendor Cimline, Inc. Plymouth, MN Manufacturer Cimline Model PCR-25 Engine Kohler 25 hp Base Price $6,600.00 Options $ 412.20 Subtotal $7,012.20 Tax $ 455.79 Total $7,467.99 Crack/Joint Sealing Unit Vendor Cimline, Inc. Plymouth, MN Manufacturer Cimline Model MAGMA 110 Engine Isuzu Diesel Burner Diesel Base Price $24,000.00 Options $ 905.00 Subtotal $24,905.00 Tax $ 1,618.83 Total $26,523.83 1620t~cE~a~l~sGl~l~a~a~er~cBc~P~i~rlLake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, as follows: 1. The recitals set forth above are incorporated herein. 2. The purchase of one Crack/Joint Sealing Unit and one Pavement Crack Router through the State of Minnesota Cooperative Purchasing Agreement from Cimline, Inc. at a cost not to exceed $33,991.82 is hereby approved. 3. Funds for such purchase shall be drawn from the Revolving Equipment Fund. Passed this 17th day of March 2003. YES NO Haugen Haugen Blomberg Blomberg LeMair LeMair Petersen Petersen Zieska Zieska / { Seal } Frank Boyles, City Manager crack joint sealing pavement crack router CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 17, 2003 AGENDA # 10F PREPARED BY: CRAIG ELDRED, STREETS AND UTILITIES SUPERVISOR REVIEWED BY: BUD OSMUNDSON, PUBLIC WORKS DIRECTOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF ONE 9 FOOT, 3.06 CUBIC YARD SLIDE-IN SANDER THROUGH THE MINNESOTA STATE COOPERATIVE PURCHASING PROGRAM. DISCUSSION: Histor~ The purpose of this agenda item is to authorize the purchase of one 9 foot, 3.06 cubic yard Slide-in Sander through the Minnesota State Cooperative Purchasing Program. This unit is a new equipment purchase added through the City's Equipment Replacement Fund and Matrix. The equipment matrix calls for the purchase of two sanders in 2002 at a total price of $10,300. We are recommending the purchase of only one. Current Circumstances The Public Works maintenance department has a need to apply sand/salt to parking lots, narrow streets, dead-end streets, and for application of sand/salt behind the maintenance department's two loader routes after snow falls. Issues Staff recommends purchasing the Slide-in Sander for the following reasons: Street issues - streets that are plowed by pick-up trucks or one-ton dump trucks are very hard for 5-ton dump trucks to enter and sand. The unit with the Slide- in Sander is smaller and more maneuverable on short, narrow and steep slopes by the lake. Parking lots - the Slide-in Sander has adjustable deflector shields which would keep product from hitting vehicles in parking stalls. Gravel roads - Public Works currently uses chips swept up from the summer seal coat application to provide traction on gravel roads, which a slide-in sander unit could do at a more efficient rate. · Application rates - this unit has a sliding gate to allow product flow which would allow the operator to apply product at a more manageable rate. · Service during the plow- many streets plowed by pick-up trucks or one-ton dump trucks are by the lake and have steep slopes and when the person running this vehicle is done plowing they could apply sand/salt to these steep slopes providing traction for citizens in these neighborhoods. · Loader route coverage - we currently use two loaders on snowstorms, each covers approximately 10-12 miles of street with no sand/salt application after plowing. This unit would allow for quicker coverage of sand/salt application sli~(~t}t~l~t~gle Creek Ave. S.E., Prior Lake, Minnlesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER after an area is plowed. The State Cooperative Purchasing Program has prepared specifications and solicited bids for a Slide-in Sander; staff has provided vendor, equipment and purchase prices. Slide-in Sander Vendor MacQueen Equipment St. Paul, MN Model Hi-Way 9' Super P Base Price $4,740.00 Options $ 395.00 Subtotal $5,135.00 Tax $ 333.78 Total $5,468.78 FISCAL IMPACT This unit was budgeted for year 2002 with a purchase price of $10,500; further investigation showed a capital cost of no more than $6,695 for 2003. Staff feels with the cost of $5,468.78 and a life expectancy of 10 years, this would be a beneficial improvement for all public works department sand/salt applications previously mentioned. Under state statute and city purchasing policy we are not required to bid this item. However, since the state has already prepared specifications, solicited bids and awarded the contract, this is an excellent means of assu~ing the best price to the taxpayer. ALTERNATIVES: The alternatives are as follows: 1. Approve the resolution authorizing the purchase of one 9 foot, 3.06 cubic yard Slide-in Sander from MacQueen, Inc. through the Minnesota State Cooperative Purchasing Program. 2. Table this item for a specific reason. 3. Deny this agenda item for a specific reason. RECOMMENDED Staffrecommends alternative number one. MOTION: REVIEWED BY: ~d?~sm un~on, ~~s Director rank ,ff .a ge slide-in sander3 2 E RESOLUTION 03-xx RESOLUTION APPROVING THE PURCHASE OF ONE 9 FOOT, 3.06 CUBIC YARD SLIDE-IN SLANDER MOTION BY: SECOND BY: WHEREAS, The 2003 Equipment Replacement Fund and Matrix identifies the purchase of one Slide-in Sander; and WHEREAS, The Slide-in Sander will be purchased through the State of Minnesota Cooperative Purchase Agreement which has prepared specifications and provided vendor, equipment and purchase price as follows: Slide-in Sander Vendor MacQueen Equipment St. Paul, MN Model Hi-Way 9' Super P Base Price $4,740.00 Options $ 395.00 Subtotal $5,135.00 Tax $ 333.78 Total $5,468.78 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, to approve the purchase of one 9 foot, 3.06 cubic yard Slide-in Sander through the State of Minnesota Cooperative Purchasing Agreement from MacQueen Equipment, Inc. at a cost not to exceed $5,468.78. AND FURTHER, that the funds for such purchase shall be drawn from the Equipment Replacement Fund and Matrix. Passed this day of March 2003. YES NO Haugen Haugen Blomberg Blomberg LeMair LeMair Petersen Petersen Zieska Zieska { Seal } Frank Boyles, City Manager 162~gt,~n~eek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER